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KEBA By-Laws

Document History

VersionDateAuthorActions
V 1.0April 2010KEBA Policies & Procedures CommitteeDraft release for discussion
V 2.0July 2010KEBA Policies and Procedures Committee with input from the AssociationFinal version to be voted upon
V 3.0March 2013KEBA Policies and Procedures Committee with input from the AssociationApproved by membership during KEBA 26 March 2013 AGM

By-Laws of the Kingston East Business Association (KEBA)

By-Law 1Membership General:
A. Yearly dues shall be necessary to maintain good standing.
B. Members in good standing maybe accompanied by one guest to any meeting of the Association.

Membership Fees:
A. The value of the membership fee will be set by the Executive at the AGM. The current annual Regular membership fee is $100.00. The current annual Associate membership fee is $50. If membership is not paid within 30 days of application, a late fee of $10 applies.
B. New Regular members joining during the year pay a pro-rated amount to be calculated bi-annually. Regular members and Associate members joining in April through September will pay their respective full amounts reflected in A. Regular members joining in October through March pay $60.00. Associate members joining in October through March pay $30.00.
C. Participation in special events may require payment of additional levies.

Membership Requirements:
A. The business must be located (primarily) within the following boundaries:
  • North - Burnt Hills Rd.;
  • South - St. Lawrence River;
  • East - Deer Ridge Drive;
  • West - Cataraqui River OR the business owner must live within the boundaries described.

    • B. Members below the age of 18 require written consent of a parent/guardian.
    C. The business must be legally registered.
    D. All memberships are subject to approval from the KEBA.
    E. Members must be ACTIVE within the KEBA, meaning participation in committees and/or events is required.
    F. GUESTS may attend 2 meetings with no obligation to join. Guests can not take part in the business card exchange or vote.

    Membership Includes:
    A. Two window KEBA decals for display on a store-front or vehicle.
    B. One KEBA T-shirt.
    C. A KEBA membership certificate.
    D. The right to run for an Executive position.
    E. A single vote (per business) for elections and other matters. If the member will not be able to attend the meeting, they can email their vote to the secretary.
    By-Law 2The Executive shall consist of the following elected members:
    A. President (Chairperson)
    B. Secretary / Membership Secretary
    C. Treasurer
    By-Law 3Duties of the Executive will be as follows:
    A. President
  • Preside over all meetings.
  • Act as titular head of the Association.
  • Co-sign any and all cheques, etc. on behalf of the Association.
    • B. Secretary
  • Record the minutes of each meeting.
  • Read the minutes of the previous meeting when called on by the President to do so.
  • Conduct all correspondence for the Association and report same when requested by the President.
  • Receive applications for membership and record and maintain the name addresses and telephone numbers of those that are accepted by the Association.
  • Notify any members that are in arrears of that fact.
    • C. Treasurer
  • Receive all monies such as dues and fees levied upon the members donations, advertising fees, etc. and issue receipts.
  • Bank said monies and account for them with a journal.
  • Pay out such monies as are required by instruction from the Executive for running expenses of the Association.
  • Report monies received, monies paid out and balance in hand when called upon by the President.
  • Will prepare an annual report.
    • By-Law 4Meetings Protocol:
    A. Meetings are chaired by the president.
    B. Meetings will start with attendance (introductions from those present). The proposed agenda will be read. The meeting will commence and follow meeting etiquette. The meeting will be adjourned.
    C. Minutes will be recorded by the secretary.

    Quorum:
    A. General meetings require a minimum of 30% of members in good standing.
    B. Executive meetings require the presence of 3 officers.

    Frequency:
    A. Business meetings will be held on the second Tuesday in January, March (AGM), May, September and November.
    B. Social meetings will be held on the second Thursday in February, April, June and October.
    C. When feasible, a Holiday Social will be held sometime in December.
    D. There will be either 9 or 10 total meetings held per year.
    By-Law 5Dissolution of the Association As per Roberts Rules of Order, or Bourinot's Rules of Order.
    By-Law 6Term of Office A. The Executive shall be elected for a period of one year.
    B. Officers may serve multiple consecutive terms, but may only act in a single capacity.
    C. Vacancies will be filled by appointment by the Executive for the unexpired portion of the term only.
    By-Law 7Cancellation of Membership A. Membership in the Association may be cancelled by a majority vote of the Executive if:
  • Actions of a member are deemed detrimental to the interests or the reputation of the Association.
  • A member chooses to undertake unauthorized actions or make unauthorized representations on behalf of the Association.
  • A member uses the name or reputation of the Association for personal gain.
  • A member exhibits disruptive and inappropriate conduct during meetings.
    • By-Law 8Removal of an officer or the entire Executive can be effected by:
    A. Nominations from the floor, and election during the election of officers to the executive during the annual General Meeting.
    B. Convocation of a Special meeting as specified in the Constitution.
    By-Law 9Method of Election A. Positions will be posted at the Annual General Meeting. Interested members may submit their name as a candidate.
    B. The election will be conducted by secret ballot. The President, the Secretary and a member nominated from amongst the members will perform the counting and tabulation.
    By-Law 10Safety/Liability A. It is the responsibility of each member (and any invited guest) to know and conduct themselves in accordance with all the rules and practices of safe conduct.
    B. The Association will set standards and take necessary safety measures during special events.
    C. Non-compliance with said rules and/or behavior dangerous to self or to others will result in ejection from the event.
    By-Law 11Business Year The Association business year commences on the first day of April and ends on the 31st day of March.
    By-Law 12Committees A. All committees must have a chairperson and a secretary. It is the chairpersons' responsibility to keep discussions on track and report activities back to the executive and KEBA members in general.
    B. Four committees will be formed immediately:
    1. Policies and Procedures Committee - to brainstorm and document the foundation of KEBA and ensure the KEBA Constitution and KEBA By-Laws are updated as need be.
    2. Marketing Committee - to promote KEBA and its business members within the area.
    3. Events Committee - to plan activities outside of the monthly meetings with a focus on community involvement and awareness.
    4. Community Committee - to promote community projects.

    C. Ad Hoc Committees
    1. The Executive may appoint a chairman for a special activity as the need arises. Members of this committee shall be chosen by the chairman, as appropriate. Said chairman reports to the Executive.

    D. Special Interest Groups (SIG)
    1. Purpose - The encouragement of specialized business and related activities by members with similar interests under the umbrella of the Association.
    2. SIG's will be constituted by member's initiative and subsequent approval by the Executive.
    3. The establishment of a SIG will require a minimum of three members, of which one will assume the role of chair.
    4. The chairman will report on the activities of the SIG to the Executive yearly (at the annual General Meeting) or as the need arises.
    5. SIG members pursue their activities outside of the regular meetings.
    6. The Executive may request and receive reports from a SIG chairman.
    7. A SIG does not commit the Association unless specifically authorized by the Executive.

    E. Other forms of committee may be established by the Executive as required.

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